INFORMATION TECHNOLOGY FOR BUSINESS

Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Module No-3
Database Management System

Introduction
 Database management system is software that is used to manage the database.
 Data is the key and basic element necessary for information dissemination and
decision making functions for any organization.
 For an organization this information aids the top level management to make strategic
decisions. (are the decisions that are concerned with whole environment in which the
firm operates)
 The middle level management will be able to make tactical decisions (describe action
or plan which is intended to help someone achieve what they want in particular
situation) and lower level management will be able to take operational decisions.
 Therefore it is necessary to acquire, handle and interpret data in an efficient manner so
that decision making process becomes easy.
 The systematic organization of data for easy retrieval and manipulation needs a
management system called Database Management System.

Data and Information:

Data
 Data is key element.
 Data is an input which is processed to produce information.

What is Data?
 Data is a collection of raw, unorganized facts and details like text, observations,
figures, symbols and description of things etc.

What is Information?
 Information is the processed, organized and structured data. It provides context for
data and enables decision making.

 For example, a single customer’s sale at a restaurant is data – this becomes

information when the business is able to identify the most popular or least popular
dish.

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Difference between Data and Information

Sl. No. Data Information

1 Data is raw material Information is finished data

Data is unorganized and unrefined Information comprises processed,

2 facts organized data presented in a meaningful
context

Data is an individual unit that Information is a group of data that

3 contains raw materials which do collectively carries a logical meaning.
not carry any specific meaning.

Data doesn’t depend on Information depends on data.

4
information.

It is measured in bits and bytes. Information is measured in meaningful

5
units like time, quantity, etc.

Raw data alone is insufficient for Information is sufficient for decision

6
decision making making

An example of data is a student’s The average score of a class is the

7
test score information derived from the given data.

What is Database?
• A database is an organized collection of structured information, or data typically
stored electronically in a computer system.

• A database is usually controlled by a database management system (DBMS).

• Example: A company database may include tables for products, employees, and
financial records.

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Purpose of database systems

The purpose of DBMS is to transform the following −
• Data into information.
• Information into knowledge.
• Knowledge to the action.
• The diagram given below explains the process as to how the transformation of data to
information to knowledge to action happens respectively in the DBMS:

Why Database
• A database is a collection of data, usually stored in electronic form.
• A database is typically designed so that it is easy to store and access information.
• The database stores all the pertinent details about the company such as employee
records, transactional records, salary details etc.
• A database stores and manages a large amount of data on a daily basis. This would not
be possible using any other tool such as a spread sheet as they would simply not work.

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Data Models
 Data Model gives us an idea that how the final system will look like after its complete
implementation.
 It defines the data elements and the relationships between the data elements.
 Data Models are used to show how data is stored, connected, accessed and updated in
the database management system.
 They are designed to store and retrieve data.
 Schema (design of database) is basic plan for building database.
 “The overall structure designed before implementation, which provides an approach to
the database” is called as DATA MODEL.
 Data models are also called as structure of database.
 A data model is an abstract model that organizes elements of data and standardizes
how they relate to one another and to the properties of real-world entities. ... The
term data model can refer to two distinct but closely related concepts.

Type of Database models

There are several different Database model types, some of them are old, while some of them
are new, to cater to the new age requirements. Here is a list of the popular Database models:

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

1. Hierarchical Model
2. Network Model
3. Relational Model
4. Object-oriented Model

1. Hierarchical Model
 The hierarchical database model organizes data into a tree-like structure, with
a single root, to which all the other data is linked.
 The hierarchy starts from the Root data, and expands like a tree,
adding child nodes to the parent nodes.
 In this model, a child node will only have a single parent node.
 This model efficiently describes many real-world relationships like the index of a
book, etc.
 IBM's Information Management System (IMS) is based on this model.
 Data is organized into a tree-like structure with a one-to-many
relationship between two different types of data, for example,
one department can have many courses, many teachers, and of course
many students(like shown in the diagram below).

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Advantages/Disadvantages of the Hierarchical Model

Here are a few points to mark the advantages and disadvantages of the Hierarchical database
model:
1. Because it has one-to-many relationships between different types of data so it is easier
and fast to fetch the data.
2. But the Hierarchical model is less flexible.
3. And it doesn't support many-to-many relationships.

2. Network Model
 The Network Model is an extension of the Hierarchical model.
 In this model, data is organized more like a graph, and allowed to have more than
one parent node.
 The network database model, data is more related as more relationships are
established in this database model.
 Also, as the data is more related, hence accessing the data is also easier and fast.
 This database model uses many-to-many data relationships.
 Integrated Data Store (IDS) is based on this database model.
 This was the most widely used database model before Relational Model was
introduced.
 The implementation of the Network model is complex, and it's very difficult to
maintain it.
 The Network model is difficult to modify also.
 You may want to explore this if you are developing some social networking
applications, although the Graph Database model is new and is far better than the
Network Database model.

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Advantages of the Network Model

1. It supports complex relationships
2. It allows more flexibility

3. Relational Model
 In this model, data is organized in two-dimensional tables and the relationship is
maintained by storing a common field.
 This model was introduced by E.F Codd in 1970, and since then it has been the
most widely used database model.
 The basic structure of data in the relational model is tables. All the information
related to a particular type is stored in rows of that table.
 Hence, tables are also known as relations in the relational model.
 You can design tables, normalize them to reduce data redundancy,
and use Structured Query language or SQL to access data from the tables.
 Some of the most popular databases are based on this database model. For
example, Oracle, MySQL, etc.

Advantages of the Relational Model

1. It's simple and easy to implement.
2. Poplar database software is available for this database model.
3. It supports SQL using which you can easily query the data.

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Object-oriented Model
 In this model, data is stored in the form of objects.
 The behavior of the object-oriented database model is just like object-oriented
programming.
 A very popular example of an Object Database management system
or ODBMS is MongoDB which is also a NoSQL database.
 This database model is not mature enough as compared to the relational database
model.

Advantages of the Object-oriented Model

1. It can easily support complex data structures, with relationships.
2. It also supports features like Inheritance, Encapsulation, etc.

Database Language
 A DBMS has appropriate languages and interfaces to express database queries and
updates.
 Database languages can be used to read, store and update the data in the database.

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Types of Database Language

1) DDL: (Data Definition Language)

DDL is short name of Data Definition Language, which deals with database schemas
and descriptions, of how the data should reside in the database.
 CREATE: To create a database and its objects like (table, index, views, store
procedure, function)
 ALTER: Alters the structure of the existing database
 DROP:Delete objects from the database
 TRUNCATE:Remove all records from a table, including all spaces allocated for the
records are removed
 COMMENT: Add comments to the data dictionary
 RENAME:Rename an object

2) DML: Data Manipulation Language

DML is short name of Data Manipulation Language which deals with data manipulation
and includes most common SQL statements such SELECT, INSERT, UPDATE,

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

DELETE, etc., and it is used to store, modify, retrieve, delete and update data in a
database.
 SELECT-retrieve data from a database
 INSERT-insert data into a table
 UPDATE-updates existing data within a table
 DELETE-Delete all records from a database table
 MERGE-UPSERT operation (insert or update)
 CALL-call a PL/SQL or Java sub program
 EXPLAIN PLAN-interpretation of the data access path
 LOCKTABLE-concurrency Control

3) DCL: Data Control Language

DCL is short name of Data Control Language which includes commands such as
GRANT and mostly concerned with rights, permissions and other controls of the database
system.
 GRANT-allow users access privileges to the database
 REVOKE-with draw users access privileges given by using the GRANT command

4) TCL: Transaction Control Language

TCL is short name of Transaction Control Language which deals with a transaction
within a database.
 COMMIT-commits a Transaction
 ROLLBACK-rollback a transaction in case of any error occurs
 SAVEPOINT-to roll back the transaction making points within groups
 SET TRANSACTION-specify characteristics of the transaction

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Database Users
• The person who works on or uses database is called as user.

There are three types

1) Database Administrator (DBA)
2) Database Designers
3) End Users

1) Database Administrator (DBA):

• He is the person who manages and controls the DBMS.
• He is responsible for handling, controlling, providing security as well as proper access
to the end user.

2) Database Designers:
• He is the person who designs (analyse and write) the database application software.
• The application programs are used by both the end user and DBA.

3) End user:
• The person who uses the DBMS for performing day-to-day activities.
• End user can only access the database.

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

These are several group of end user.

i. Casual: The users access the database occasionally when they need different
information each time.
ii. Naïve or parametric: The users access the database constantly with standard types of
quires & updates.
iii. Sophisticated: The class includes engineers, scientists, and business analysts as a
sophisticated user.
iv. Stand alone user: The users only maintain personal database by using ready-made
program package that provide easy to use menu or graphics based interfaces.

Database Administrator (DBA):

Responsibilities of DBA

1) Software installation and Maintenance: DBA installs the database software and
configures it for use.
2) Database Backup and Recovery: In the case of a server failure or other form of data
loss, the DBA will use existing backups to restore lost information to the system
3) Design of schema definition: Design how and what data is stored in DBMS.
4) Defining storage structure: He has to create appropriate storage structure.
5) Schema and physical organization modification: He has to write the set of
definition that generate modifications to internal system tables.

6) Security and authorization: He is responsible for ensuring unauthorized data access

is not permitted.

7) Authentication: DBA Controls who has access and what type of access they are
allowed.

8) Integrity constraints: The data values stored in database must satisfy.(employee

work hour must not be exceed )

9) Data availability and recovery failure: DBA must take step to ensure that if system
fails, user can continue to access the uncorrupted data as much as possible.

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

DBMS (Database Management System)

• Definition:A Database Management System (DBMS) is Software (collection of

programs) designed to store, retrieve, define and manage data in a database.

• DBMS allows the user to create their databases as per their requirement.
• It provides security to the database.
• Examples: My-SQL, Microsoft Access, Oracle etc.

Tasks of DBMS
• Adding (storing): entering new data.
• Accessing data: stored is used to access.
• Deleting: removing unwanted details.
• Changing: updating the details.

Working with database

Database consist of,

1. Tables
2. Records.
3. Fields.

 TABLES:
It is a two-dimensional array containing rows and columns.

 RECORDS:
Each row is called as records. It contains data related to an entity (student).

 FIELDS:
Each column is called as fields. It contains the data related to a single attribute of
entity.

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Difference between the File Management System and Database Management System
(DBMS)

Sl. No. File Management System Database Management System (DBMS)

File system is a software that DBMS is software for managing the
manages and organizes that database.
1 manages and organizes the files
in a storage medium within a
computer
Redundant data can be present in In DBMS there is no redundant data
2
a file system
It doesn’t provide backup and It provides backup and recovery of data
3
recovery of data if it is lost even if it is lost
There is no efficient query Efficient query processing is there in
4
processing in file system DBMS
There is less data consistency in There is more data consistency because of
5
file system the process of normalization
It is less complex as compared to It has more complexity in handling as
6
DBMS compared to file system
File systems provide less security DBMS has more security mechanisms as
7
in comparison to DBMS compared to file system
It is less expensive than DBMS It has a comparatively higher cost than a
8
file system

Advantages of DBMS

The purpose of DBMS is to facilitate huge storage and quick retrieval of data from the
database. It provides the following advantages:

1) Controlling Redundancy: In traditional file processing, every user will maintenance its
own file for data processing applications
2) Restricting Unauthorized Access: When multiple users share a large database, it is
likely that most users will not be authorized to access all information in the database.
3) Providing backup & recovery: A DBMS must provide facilities for recovering from
hardware or software failure the backup & recovery subsystem of the DBMS is
responsible for recovery.

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Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

4) Providing multiple user interfaces: DBMS provides variety of user interfaces to

support many types of users with varying levels of technical knowledge
5) Concurrency control: DBMS systems provide mechanisms to provide concurrent
access of data to multiple users.

Disadvantages of DBMS:

1) Complexity: Database system creates additional complexity and requirements.

2) Size: It occupies a large space of disks and large memory to run them efficiently.
3) Performance: File based system is written for a specific application. As result
performance is generally very good
4) Cost of Hardware and Software: It requires a high speed of data processor and large
memory size to run DBMS software.
5) Higher impact of failure: Failure is highly impacted the database because in most of
the organization, all the data stored in a single database and if the database is damaged
due to electric failure or database corruption then the data may be lost forever.

Application of DBMS

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Database (DBMS) applications (Uses)

Databases are widely used. Here are some representative applications:

1. Banking:
For customer information, accounts, and loans, and banking transactions.

2. Airlines:
For reservations and schedule information, Airlines were among the first to use
databases in a geographically distributed manner terminated situated around the world
accessed the central database system through phone lines and other data networks.

3. Universities:
For student information,course registration, course registrations, and grades.

4. Credit card transactions:

For purchases on credit cards and generation of monthly statements.

5. Telecommunication:
For keeping records of calls made, generating monthly bills, maintaining balances
prepaid calling cards, and storing information about the communication networks.
6. Finance:
For storing information about holdings, sales and purchases of financial instruments
such as stock and bonds.

7. Sales:
For customer, product and purchases information.

8. Manufacturing:
For management of supply chain and for tracking production of items in factories,
inventories of items in warehouses/stores, and orders for items.

9. Human resources:
For information about employees, salaries, payroll taxes and benefits, and for
generation of paychecks.

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Data Warehouse

What is a Data Warehouse?

A data warehouse is a centralized storage system that allows for the storing, analyzing, and
interpreting of data in order to facilitate better decision-making. Transactional systems,
relational databases, and other sources provide data into data warehouses on a regular basis.

Characteristics/Features of Data Warehouse

The main characteristics of a data warehouse are as follows:

1) Subject-Oriented
A data warehouse is subject-oriented since it provides topic-wise information rather
than the overall processes of a business. Such subjects may be sales, promotion,
inventory, etc. For example, if you want to analyze your company’s sales data, you
need to build a data warehouse that concentrates on sales. Such a warehouse would
provide valuable information like ‘who was your best customer last year?’ or ‘who is
likely to be your best customer in the coming year?’

2) Integrated
A data warehouse is developed by integrating data from varied sources into a
consistent format. The data must be stored in the warehouse in a consistent and
universally acceptable manner in terms of naming, format, and coding. This facilitates
effective data analysis.

3) Non-Volatile
Data once entered into a data warehouse must remain unchanged. All data is read-only.
Previous data is not erased when current data is entered. This helps you to analyze
what has happened and when.

4) Time-Variant
The data stored in a data warehouse is documented with an element of time, either
explicitly or implicitly. An example of time variance in Data Warehouse is exhibited in
the Primary Key, which must have an element of time like the day, week, or month.

5) Workload
Data warehouses are designed to accommodate ad hoc queries. You might not know the
workload of your data warehouse in advance, so a data warehouse should be optimized to
perform well for a wide variety of possible query operations.
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Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

6) Data modifications
A data warehouse is update on a regular basis by the ETL (Extra, transform and load)
process (run nightly or weekly) using bulk data modification techniques. The end users of
data warehouse do not directly update the data warehouse.

7) Typical operations
A typical data warehouse query scans thousands or millions of rows.
For example: “Find the total sales for all customers last month”.

8) Historical data
Data warehouses usually store many months or years of data. This is to support historical
analysis.

Benefits /Advantages of Data Warehouse

1) Improved data consistency
2) Better business decisions
3) Easier access to enterprise data for end-users
4) Better documentation of data
5) Reduced computer costs and higher productivity
6) Collection of related data from various sources into a place
7) A data warehouse allows reduction of staff.
8) Accurate and reliable data can be obtained from data warehouse.

Data Mining

What is Data Mining?

Data mining is the process of searching and analyzing a large batch of raw data in order
to identify patterns and extract useful information.

Example:
Companies use data mining software to learn more about their customers. It can help
them to develop more effective marketing strategies, increase sales, and decrease costs.

MS ACCESS

Introduction:
 MS Access is a Database Management system which was launched by Microsoft.
 It is a part of the Microsoft Office suite and stores data in its own format.
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Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

 Microsoft Access enables business and enterprise users to manage data and analyze
vast amounts of information efficiently.
 The program provides a blend of database functionality and programming capabilities
for creating easy-to-navigate forms.

MS Access Features
Some of the key features of MS Access are:
1) User-Friendly Interface
MS Access provides a user-friendly interface that allows you to create and manage
databases using a drag-and-drop interface. This makes it easy to create tables, forms,
queries, and reports without requiring extensive technical knowledge.

2) Customizable Templates
MS Access includes a range of customizable templates that you can use as a starting
point for your database. This includes templates for inventory management, customer
management, project tracking, and more.

3) Powerful Query Designer

MS Access includes a powerful query designer that allows you to extract specific data
from tables based on user-defined criteria. This includes the ability to sort, filter, and
aggregate data from multiple tables.

4) Integrated Reporting Tools

MS Access includes integrated reporting tools that allow you to create professional-
looking reports based on data from one or more tables. This includes the ability to
create charts, graphs, and summaries.

5) Customizable Forms
MS Access allows you to create custom forms that provide a user-friendly interface
for entering and viewing data in your tables. This includes the ability to add controls,
such as text boxes, drop-down lists, and buttons.

6) Macros for Automation

MS Access includes macros that allow you to automate common tasks in your
database, such as opening forms and running queries. This can save time and increase
efficiency.

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Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

7) Customizable Code
MS Access allows you to write custom code using the Visual Basic for Applications
(VBA) programming language. This allows you to create custom functions and
automate complex tasks.

8) Collaboration Features
MS Access allows you to share your database with other users and control their access
to the data. This includes the ability to assign specific permissions to individual users
or groups.

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Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Different types of Bars

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Title Bar:
This tells you which application package is currently running and which slide is currently
open.

Menu Bar:
It consists of different types of menus Home, Create, External Data& so on……

Standard Toolbar:
 Toolbar contain buttons, drop-down menus and other controls that help you quickly
alter the appearance and arrangement of documents by executing a variety of Access
commands.
 Toolbar are very helpful and convenient in quickly executing commands without
having to go through menus.
 The standard toolbar contains icons for basic functions like opening new files, printing
files, sending and receiving e-mails, address book etc.

Main Switchboard:
When you open an Access database, you often see a screen labelled main Switchboard
that provides buttons to enable you to use the database easily.

Tables:
 A table is a collection of data about a specific topic, such as

Example: Create student database in MS Access with following fields.

(Registration No, First Name, Last Name, DOB, Address, City, State, Pin code No, E-
Mail Address)
 Create Database
 Generate Table
 Generate Queries using (Select, Update, Delete & Append)
 Form Creation Using Wizard
 Report Creation using Wizard

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 Student Database:

Student List
Registration First Last Pin
DOB Address City State E-Mail
No Name Name code No
amit@gmail.
B2014001 Amit Desai 03-12-2021 Vadgaon Kolhapur Maharastra 590005 com

vivek@gmail
B2014002 Vivek Patil 28-06-2014 Sulga Belgaum Karnataka 590005
.com
[email protected]
B2014003 Raju Pawale 12-04-2018 Andheri Mumbai Maharastra 100025 om

[email protected]
B2014004 Ram Kale 14-03-2019 SitaBardi Nagpur Maharastra 456821 om

roopa@gmail
B2014005 Roopa Jadhav 08-12-2021 Vakad Pune Maharastra 457896 .com

deepa@gmail
B2014006 Deepa Patel 21-01-2021 Angol Belgaum Karnataka 590003 .com

[email protected]
B2014007 Rani Dalvi 05-11-1992 Kapoli Khanapur Karnataka 896479 om

parvati@gma
B2014008 Parvati Sawant 10-09-1988 Hadpsar Pune Maharastra 123456 il.com

laxmi@gmail
B2014009 Laxmi Rane 08-04-1994 Thane Mumbai Maharastra 987456 .com

saraswati@g
Sarasw
B2014010 Bhosale 06-02-1991 Rajarampuri Kolhapur Maharastra 123546 mail.com
ati

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Steps:

 Database Creation:
1) Open MS Access.
2) Click on Blank Database
3) Give File Name>Choose path where you want to save Access File>click on Create.
4) Click on view button from ribbon
5) Select Design view option >click on Save >Save As popup box will open >give table
name > click on OK button.
6) Field Name, Data type & Description table will open.
7) Insert Field Names and Data Types as given below.

 Data types & Description:

Field Name Data Type Description

Here we can use alphabets, numbers & special
RegistrationNo ShortText
Characters.
Here we can use alphabets, numbers & special
FirstName ShortText
Characters.
Here we can use alphabets, numbers & special
LastName ShortText
Characters.
DOB Date/Time Here we can use Date and Time
Here we can use alphabets, numbers & special
Address LongText
Characters.
Here we can use alphabets, numbers & special
City ShortText
Characters.
Here we can use alphabets, numbers & special
State ShortText
Characters.
PincodeNo Number Here we can use only Numbers
Here we can use E-Mail Address and Hyperlink
E-Mail Hyperlink
is applied so directly we go to Google.

8) Click on Save.
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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

 Generate Table:
9) Click on View button from ribbon > Select Datasheet View option from list >Field
Names displayed in table format.
10) Insert data into the Table.

Student List
Pin
Registration First Last E-
DOB Address City State code
No Name Name Mail
No
amit@
03-12-
B2014001 Amit Desai Vadgaon Kolhapur Maharastra 590005 gmail.c
2021
om
vivek
28-06-
B2014002 Vivek Patil Sulga Belgaum Karnataka 590005 @gmai
2014
l.com

 Define relationship between tables with using Primary Key

Primary Key:A primary key, also called a primary keyword, is a key in a relational
database that is unique for each record. It is a unique identifier.

For Example: A driver license number, telephone number (including area code), or
vehicle identification number (VIN). A relational database must always have one and
only one primary key.

11) Here choose Registration No field as a Primary key because each student has a
different Registration Number. It is a unique number for each student.
12) Click on save button.

 Form creation using wizard:

13) Click on Create tab
14) Then click on Form Wizard button from ribbon.

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

15) Form Wizard Popup box will open

16) Select Table/Queries from the list
17) Then Available Field list will display select fields> Click on Next button
18) Select Layout of form > Columnar
19) Then click on Next button> Give form Name> Click on Finish button.
20) Student List Form will display on screen.
21) Click on New button from ribbon / click on new (blank) Record from bottom of the
form screen.
22) Then Insert Records/Data into the form >then Press Enter key >Record
isautomatically added into the table.

 Generate Queries using (Select, update, delete & append)

 SELECT:
SELECT query is used to retrieve data from a table. It is the most used SQL query. We
can retrieve complete table data, or partial by specifying conditions using the WHERE
clause.

 Query:
SELECT *
FROM StudentList
WHERE RegistrationNo=B2014002;

 UPDATE:
You use update queries in Access databases to add, change, or delete the information
in an existing record. You can think of update queries as a powerful form of the Find
and Replace dialog box. You cannot use an update query to add new records to a
database, or to delete records from a database.

 Query:
UPDATE StudentList SET PincodeNo = 590004
WHERE RegistrationNo=B2014001;

D.M.S. Mandal’s College of Business Administration, Belgaum. Page 26

 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

 DELETE:

The SQL DELETE Query is used to delete the existing records from a table. You can use
the WHERE clause with a DELETE query to delete the selected rows, otherwise all the
records would be deleted.

 Query:
DELETE *
FROM StudentList
WHERE RegistrationNo=B2014016;

 APPEND:

You use an append query when you need to add new records to an existing table by
using data from other sources.

OR

You can use an Append Query to retrieve data from one or more tables and add that data
to another table.

Query:

INSERT INTO StudentList( RegistrationNo, FirstName, LastName, DOB, Address,

City, State, PincodeNo, [E-Mail] )

SELECT Table2.RegistrationNo, Table2.FirstName, Table2.LastName, Table2.DOB,

Table2.Address, Table2.City, Table2.State, Table2.PincodeNo, Table2.[E-Mail]

FROM Table2;

Steps:

23) Click on Create tab

24) Then click on Query Design > Show Table Dialogue box will open > Select
Table List > click on Add button >Field names of the table it will displayed on
Screen> then click on Close button.
25) Then click on view button > Select SQL view option from list> Query screen

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 INFORMATION TECHNOLOGY FOR BUSINESS
Semester: Vth (B.B.A.) Prof. Miss. Poonam M. Patil

Will display type query (code)> then click on Run button from ribbon.
26) Enter Parameter Value Dialogue box will open type value as it is given in box.
Then click on OK button.
27) Whatever Data / Record you want to see it will display on the screen.

 Report creation using wizard

28) Click on create tab

29) Select table list
30) Click on Report Wizard option from ribbon >Report Wizard dialogue box will
Open.
31) Choose Tables / Queries from dropdown list
32) Available fields will display > select fields which you want to add in Reports.
33) Click on Next button> Again click Next button
34) Which fields you want in Ascending choose & then click on Next button.
35) Choose Layout & Orientation options if you need> click on Next button
36) Give Name for Report> click on Finish button.
37) Report will display on screen.
38) If you need changes click on close Print Preview option from ribbon.
39) Click on view option from ribbon > Choose Layout view from drop down list>Report
will display on screen > do the changes like- Rename Title, Apply Themes, Add logo etc.
40) Click on View option from ribbon >List will open > Choose Print PreviewOption to
print the Report.

D.M.S. Mandal’s College of Business Administration, Belgaum. Page 28